PURPOSE OF THE POSITION
Within the Country Management Support Unit, to provide direct support to the Country Management Support Unit (CSU) in related Logistics and administrative support and services transactions in GSM/BMS to both managers and staff members to perform GSM/BMS transactions in accordance with WHO rules, regulations and policies.
OBJECTIVES OF THE PROGRAMME
Country Management Support Units (CSUs) have been established in the organizational structure to provide support for Managers and staff to
fully assume their responsibilities in the GSM & BMS environment and to ensure compliance with organizational policies, procedures, rules
and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.
ORGANIZATIONAL CONTEXT
Incumbent is expected to work with minimum supervision, in accordance with established procedures and practices, dealing with routine matters independently and referring problems or unusual situations to supervisor. Broad guidance is provided by supervisor or other professional staff or through general objectives and instructions regarding resource allocation, divisions/programmes needs and priorities.WHO Staff Rules and Regulations, WHO e-Manual, Information notes, SOPs, established financial procedures, practices and standards, guidelines
for briefing/informing staff members. The incumbent is expected to apply the above to financial transactions
SUMMARY OF ASSIGNED DUTIES
Under the direct supervision of the Procurement Officer and general guidance of the Operations Officer, the incumbent performs the following functions:
Importation and exportation of WHO goods
1) Initiate import and export formalities for all WHO goods (equipment, materials, consumables, and medicines)
2) Initiate requests for exemption from customs duties and related taxes on all WHO goods
3) Generate & submit monthly reports on imports and exports of WHO goods.
Management of Office Transport Services
4) Supervise the drivers and organize the Office transport services
5) Manage the vehicles’ online tracking system
6) Generate and submit monthly reports on the transport services
Management of Office Fuel for vehicles and Generator
7) Prepare the procurement requests of fuel for Office vehicles and generator
8) Generate and submit monthly fuel consumption reports and fuel replenishment
Management of the WHO Warehouses
9) Maintain up to date the records of all WHO Warehouses
10) Prepare and submit monthly reports of WHO Stock in BMS
Management of the WHO Premises & Fixed Assets
11) Maintain the WHO Office clean and fit (Office Cleaning, Plumbing, Electricity, Water and anticipate repairs)
12) Maintain an up-to-date the records of all WHO fixed assets and attractive items.
13) Supervise physical verification of fixed assets and generate collated quarterly reports
14) Maintain custody of fixed assets barcodes and accept assets in GSM while barcoding.
15) Generate annual fixed assets movement cards based on the WHO e-manual XIII.
16) Provide guidance on the management of non-functional equipment and initiate the process of their disposal
Management of Procurement related to Logistics
17) Prepare and submit all procurement processes for goods and services related to Logistics area
18) Provide logistics support for upcoming logistics requirements as may be required.
19) Perform other duties assigned by supervisor
COMPETENCIES
- Communicating in a credible and effective way
- Producing results
- Fosters integration and teamwork
- Respecting and promoting individual and cultural differences
- Ensuring the effective use of resources
FUNCTIONAL KNOWLEDGE AND SKILLS
- Ability to plan, anticipate, organize, coordinate and implement inputs from several sources; to express ideas clearly and concisely, both orally and in writing; to conceptualize and carry out tasks with little supervision.
- Very good understanding of operations and logistics in a complex work environment.
- Excellent knowledge of fixed asset management and to establish and maintain effective working relationships with people of different national and cultural backgrounds.
EDUCATIONAL QUALIFICATIONS
Essential
- Completion of secondary education or equivalent technical training in Logistics, Procurement, IT, Accounting, Engineering and Asset Management.
Desirable
- University degree in Logistics, Procurement, IT, Engineering or Management studies.
EXPERIENCE
Essential
- At least five (05) years working experience in complex Logistics and Procurement operations and diverse work environment, preferably in a UN system and/or an international organization.
Desirable
- At least 5 years’ experience in inventory and warehouse management.
LANGUAGE SKILLS
Essential
- Excellent knowledge of Portuguese
Desirable
- Working Knowledge of English or French
OTHER CONSIDERATIONS
Work requires the use of word processing or other software packages, and standard office equipment.
Formal or self-training in the use of standard office software.
Training in Oracle-based or other ERP systems an asset.
Work requires the use of word processing facilities to create, edit, format and print correspondence and documents; spreadsheet and visual presentation software; e-mail and scheduling software to improve communications both internally and externally; Oracle/GSM for administrative matters.
REMUNERATION
WHO salaries for staff in the General Services category are calculated in US dollars. The remuneration for the above position comprises an annual base salary starting at USD 26,625 (subject to mandatory deductions for pension contributions and health insurance, as applicable). Other benefits include 30 days of annual leave, allowances for dependent family members
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